Sales Administration, Internal Sales, Operations Coordinator

The Talent Room; Cape Town; On-site; ZAR 250,000 - 360,000; Full time

Job summary

The Talent Room in Cape Town is recruiting a Sales Administration, Internal Sales and Operations Coordinator to connect customers with sales and warehouse teams, ensuring accurate orders, timely processing and dispatch.

The role blends admin with sales focus in a fast-paced, customer-facing environment. Ideally someone with experience in building materials or interiors, proficient in MS Office and familiar with ERP or CRM systems, and bilingual English and Afrikaans.

Qualifications

• Matric/Grade 12 required; diploma or certificate in admin, sales, or logistics is a plus.
• Minimum 2 years in internal sales, sales admin, or dispatch/logistics coordination (sales-focused).
• Experience in building materials, interior design, construction preferred.
• Proficiency in MS Office; ERP or sales/stock system experience (HubSpot advantageous).
• Bilingual in English and Afrikaans.
• Strong numerical ability with stock, pricing, and invoicing understanding.
• Detail-oriented, proactive, able to work under deadlines.
• Own transport preferred (part-time 09:00–14:00).

Responsibilities

• Front desk customer liaison via phone, email, walk-in and online with courtesy and timeliness.
• Process enquiries: quotations, sales orders, delivery notes, and invoices.
• Liaise with customers to confirm order details, stock, pricing and delivery timelines.
• Coordinate with warehouse/dispatch to schedule and track deliveries and collections.
• Check that correct stock is dispatched for each order.
• Maintain records in the sales system (HubSpot).
• Monitor stock levels and flag shortages or reorders.
• Follow up on outstanding orders and delayed deliveries, inform customers.
• Handle queries, complaints, and returns professionally.
• Support external sales team with admin, reporting and correspondence.
• Assist with reconciliation of dispatch docs against invoices.
• Maintain filing for sales/dispatch/customer records.
• Ensure compliance with order processing, credit terms, and dispatch sign-off.
• Basic office management (supplies, stationery).
• Petty cash management.

Skills

Sales coordination

Customer liaison

MS Office

HubSpot experience

Bilingual EN/AF

Stock & invoicing

Education

Matric / Grade 12

Diploma in Admin/Sales/Logistics

Tools

HubSpot

Job description

Our client in Cape Town is Hiring a Sales Administration, Internal Sales and Operations Coordinator!

Our client is a subsidiary of a leading European international group and supplies a world-renowned range of sustainable bamboo products—including decking, cladding, panels, beams, and flooring—to architects, developers, interior designers, and homeowners across Sub-Saharan Africa. Recognized globally as an "A" brand in engineered bamboo, their products are featured in prominent flagship projects worldwide within the premium, design-led segment of the building materials market.

Description

This role is the operational link between customers, the sales team and the warehouse/dispatch function, ensuring orders are captured accurately, processed efficiently, and dispatched on time and correctly. They are looking for a sales-orientated candidate - someone who is proactive and commercial sales minded, not purely administrative - ideally with an interest or background in the built environment or interior design space. The position suits a highly organized, detail-oriented individual who thrives in a fast-paced, customer-facing environment.

Requirements

• Matric / Grade 12 essential; certificate or diploma in administration, sales, or logistics is advantageous.
• Minimum 2 years’ experience in an internal sales, sales administration, or dispatch/logistics coordination role (must be sales-focused, not purely admin-orientated).
• Experience in the building materials, interior design, construction, or related industry strongly preferred.
• Proficiency in MS Office (Excel, Outlook, Word) and experience with an ERP or sales/stock management system (HubSpot experience advantageous).
• Bilingual in English and Afrikaans.
• Strong numerical ability with a solid understanding of stock, pricing, and invoicing processes.
• Proactive, commercially minded, detail-oriented, and able to work independently under deadline pressure.
• Own reliable transport preferred (for part-time hours: 09:00–14:00, Monday to Friday)

Responsibilities

• Front desk customer liaison (telephone, email, walk-in and online) with courtesy, accuracy and timeliness.
• Process incoming enquiries: prepare and issue quotations, sales orders, delivery notes, and invoices.
• Liaise with customers to confirm order details, stock availability, pricing, and delivery timelines.
• Coordinate closely with the warehouse and dispatch team to schedule and track deliveries and collections, and
• check that correct stock is dispatched for each order.
• Maintain accurate, up-to-date records in the sales system (HubSpot), including customer and order data.
• Monitor stock levels for high-demand product lines and flag shortages or reorder needs to management.
• Follow up on outstanding orders, back-orders, and delayed deliveries, keeping customers informed.
• Handle customer queries, complaints, and returns professionally, escalating where necessary.
• Support the external sales team with administrative tasks, reporting, and customer correspondence.
• Assist with basic reconciliation of dispatch documentation against invoices and delivery notes.
• Maintain filing (physical and digital) for sales, dispatch, and customer records.
• Ensure compliance with company procedures for order processing, credit terms, and dispatch sign-off.
• Basic office management (supplies, stationery, etc.)
• Petty cash management.

Please note only candidates that meet the minimum requirements will be considered.

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